Academic Policies

Policy R-44

Purpose: To establish who has access to the academic records and to the Office of the Registrar
at Charleston Southern University.

A. Keys to Registrar's Office

The only persons who have access to student files in the Office of the Registrar are
those persons who work in the Office of the Registrar. This means no individual has
a master key to the Office of the Registrar other than the Director of Security who
must personally open the door and let persons in, if a member of the Office of the
Registrar staff is not present. Instances in which this would happen are for fire
or major disasters. All other cases -- the Director of Security notifies the Registrar
before entering and the Registrar authorizes entrance. If Maintenance or any other
external agency needs to work in the Office of the Registrar in times other than regular
working hours, a staff member of the Office of the Registrar must be present.

University faculty and staff who need access to a student's academic record must come
to the Office of the Registrar and request to review the file. A member of the Registrar's
staff will remain with the individual until the student's record is returned to the
file.

B. Computer Access

Each individual at Charleston Southern University who uses the Administrative Computer
is given a computer password. No individual on this campus has access to the permanent
records through the computer except those persons directed by the Registrar. The
limitation of their directive is to those persons who work in the Office of the Registrar.
The only exception to this would be for those programs which read "academic information,"
such as the Advisor's Checklist used by faculty advisors and controlled exclusively
by the Director of Academic Advising, and Financial Aid who must determine if the
student is demonstrating satisfactory progress to receive financial aid. In both
of these cases, they cannot change; they can only read or produce a report, but no
information can be entered and no information can be changed.

By action of the Dean of Registration on January 23, 1995. Updated by the Registrar
November, 2014.